Projects Approval Process

Please note: with the introduction of MCaPS as a pilot project and the suspension of SPMC, the process described below is under review.

Over the past few years our campus has grown and changed. New buildings were added and substantial portions of older buildings were renovated.  Each of these projects from small routine works to large capital projects follows UTM and University of Toronto approval process. The smallest of jobs, such as routine repairs and minor changes, do not require approval and are managed through the UTM Facilities Management & Planning work order system

Small projects, those with total project cost of less than $50,000, 100% departmental funding, and areas that are within departmental allocation are managed as Project Work requests. These Project Work requests are submitted to Monika Farrell at and do not require formal approval.  Medium to larger sized projects ($50,000 - $10,000,000) require approval of the pilot MCaPS (formerly SPMC). Projects in this category include new space allocation, use of public spaces, digital signage, and exterior space uses. Large Capital projects, those exceeding $10,000,000 have to follow the formal University of Toronto Governance approval process (CaPS Executive, Provost Advisory Group, Campus Affairs Committee, Campus Council, Business Board, Academic Board, University Affairs Board, and Governing Council). This process is very formal and takes approximately 5 months from full document submission.

Project Type Work Order Project Work Request SPMC Project Capital Project
Cost ($) <5000 <50,000 50,000-10,000,000 >10,000,000
Approval Process No approval No approval SPMC approval Formal U of T governance


Graphical illustration of project approval needed.  See above for text explanation.

(Click image for larger pdf version)

Digital Signage:

All requests for digital signage have to follow the procedure outlined below. The procedure was set to accomplish several goals:

  • Respect the building fabric and ensure esthetics of public space use.
  • Assist users with proper digital signage approach.
  • Ensure compatibility of equipment installed across UTM.
  • Comply with the Broader Public Sector Directive.

The digital signage approval & design process consist of five steps:

  1. Submission of application to the secretary of SPMC (Monika Farrell)
  2. Review of general feasibility 
  3. Development of Digital Signage concept (TBD)
  4. Preparation of cost analysis (TBD)
  5. Submission for SPMC approval

Once approved, the Digital Signage Project has to follow UTM procurement guidelines (Ryan Henningsen)


Graphical representation of Flow Chart Approvals for Digital Signage Process

(Click image for larger pdf version)